[NoVa-Corvairs] Vair fair planning update 7 Aug

[Howard Ghee]

Hello all,
   
  I would have dropped by too, but we had a weekend-long pool/camping event down around Culpepper.
   
  At the VF I went to last year in Chesapeake, they did have vendors.  I know Clark's was there (and they dined with us too), can't recall if there were others or not...I think so.  But small amount of course.  I think it's not worth the effort if they have to break things down before set up for dinner can occur (I don't know which hotel...remember reading that last week).
   
  -H

Bryan Blackwell <bryan at skiblack.com> wrote:
  Hi Folks,

Thanks to Ron and Darrin for coming over on Saturday, we got a good bit 
of planning done. I'm going to suggest that at our next regular 
meeting we have an hour after the usual session for the Vair Fair - I 
know we still want to have our regular good time, but we need to allow 
for some VF planning. Major points:

- Parking at the Leesburg hotel is a concern. We will propose getting 
more of their lot, or an adjacent lot for the actual show and use the 
area they are suggesting for vendors and the valve cover race.
- Given the constraints of the indoor meeting room, we decided to 
ditch indoor vending. As near as I can tell there's been no indoor 
vending at the last two VFs, and we had limited interest last time.
- Set up a draft budget. We got the numbers within reason by using 
the meeting room for one day and only one hospitality area. Working 
assumption is 50 registrants, which is well below historical actuals.
- Draft registration costs laid out based on previous two VFs.
- Ron will follow up with Leesburg hotel. Curt suggested via e-mail 
having trying to get a total of three sites for comparison, Ron has 
already contacted the Manassas hotel we used last time.
- Ellie found the caterer on line, they may have other options for the 
banquet that are less formal and less expensive (note - use of the word 
"banquet" may have driven their menu suggestions). Target price is $20 
- $25 including tax and tip.
- Consider some additional apparel options on a pre-order basis only 
(sweatshirts and smaller sizes). L and XL sizes only "at the door".
- We will possibly go out this week in person to discuss with the 
hotel.

That's what I have, please add anything I've forgotten. I'll revise my 
notes and upload them to our site later and post the links.

--Bryan

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